Chapter 3: ICT Soft Tools - Word Processor

Q.1. Fill in the blanks

1. The graphical user interface panel at the top of the window of a Microsoft Office application is called the ribbon.

2. With an existing Word document open, when we slect the Save option from the Office Button  menu, we overwrite the previous versions of the document.

3. Paragraph text that is aligned flush with both the left and right margins of the paragraphs is called justify text.

4. The small diagonal arrow at the bottom right of some groups on the ribbon is called the Dialog Box launcher.

5. In Word 2007, style can be put to words within a paragraph, characters within a paragraph, and heading.

6. The auto correct facility/ feature  can automatically insert text, graphics and symbols into Word documents.

7. The tool to repeatedly apply a selected character or paragraph formatting is called the format painter.

8. To cut and move the selected text and graphics to the Office clipboard, Ctrl and X, or Shift, del keys must be pressed together.

9. To change the case of selected text in   Word using the keyboard, you must press Shift + F3.

10. The mail merge facility / feature in Word 2007 can be used to send a letter to the number of recipients or to create labels using a database.

11. Borders, Shading and Page borders are highly customizable features used in the creation of page layout.

12. Show readability option of Word 2007 gives custom summary of text based on statistical and linguistic analysis.

Q2. State whether the following statements are True or False.

1. A special format file to standardize the styles in related documents is called template in Word.	True
2. Pressing the Backspace key one deletes the word preceding the insertion point.	True
3. The Office Button has the option to increase the security of a document.	True
4. The Auto correct feature in Word is used for error correction as well as formatting,	False
5. When at the last cell of a table, clicking the Tab key adds a new column to the table.	False
6. Ms Word is used for simple word processing application only.	False
7. Ms. Word makes certain typing patterns as errors.	False.
8. Vertical alignment is done using the alignment tool buttons.	False
9. Simple cell is the one in which information is being entered.	True
10. The easiest way to get help on any topic in Word 2007 is to press Shift + F3 on the keyboard.	False

Q.3. Multiple choice question: (single correct answer)

1. In Word 2007 window, we will find the status of the num lock, caps lock and insert keys on the status bar.

2. In Word 2007, the Minimize/ Maximize buttons are present in the upper right corner of the Word window.

3. In Word 2007, in the Page Setup group of the Page Layout tab, the size option allows us to change the paper size.

4. In  Word 2007, to copy text or graphics in the same document or to other documents, we can use the copy command in the clipboard group of the home tab.

5. The file extension of a document created using Word 2007 is .docx.

6. The Exit Word button is located in the Office Button view.

7. The default page orientation in the Word window is called Portrait.

8. While checking spelling you can direct word to leave all instances of a spelling as typed by clicking Ignore all.

Q.4. Multiple choice questions.

1. In which of the following ways can you save a documents in Word 2007.

            a. Select the Save option from the office button menu.

            b. Press Ctrl +S simultaneously on the keyboard.,

2. In Word 2007, to change the horizontal alignment of a paragraph such that the text is alignment with the left margin, we can

a. Select the text, click on the Align text left button in the paragraph group of the Home tab.

b. select the text, select the paragraph from the right click context sensitive men and set alignment to left in the general section of the paragraph dialog box.

3. How can we change the interparagraph spacing in document in word 2007?

a. Click the line spacing button of the button of the Paragraph group of the home tab, select Line Spacing Options from the dropdown menu, and enter the appropriate valyes in the spacing section of the paragraph dialog box.

b. From the the right click context sensitive menu, select paragraph and enter the appropriate values in the spacing section of the paragraph dialog box

4. How to insert a page break in a document in Word 2007?

a. Select the insert tab on the ribbon, and click on page break in the pages group.

b. at the appropriate insertion point, select paragraph from the right click context sensitive menu, select the line and page break  tab in the paragraph dialog box and enable the page break before option.

5. In Word 2007, the command to reverse the previous actions is

a. Press Ctrl +Z on the keyboard.

b. Press Undo button on the Quick access toolbar.

Q.5. Write short notes on:

1. Adding an autocorrect entry while checking spelling.

Ans: To add a text entry to Word’s Autocorrect list during a spelling check:

Auto correct list during a spelling check:

1.  Right click on the word with a red wavy underline.
2.  You will see a list of corrections for the misspelled word. Go down to AutoCorrect on the shortcut menu.
3.  Select the correct spelling of the word if available. If not avaliable, Scroll down to AutoCorrect Options.
4.  A new dialog box will appear. Type the word that you misspelled or mistyped in the Replace box.
5.  Type the correct spelling of the word in the With box, and select Add when finished.

3. Creating a table of contents for a given Word document.

Creating a table of contents for a given Word document.

     a.       Mark entries for table of contents:

             Format headings in the document using the built in styles from the Styles group on the Home tab of  the Ribbon.

     b.      Create table of contents:

          i.   After your mark the entries for your table. Click on Reference tab, in the table of contents  group select the built in styles of table of content. Select any one built in style.

          ii.  Click Update table on the reference tab and select update page no, or entire table.

Q.6. Answer the following in brief:

1. State and briefly explain the different horizontal paragraph alignment styles in a Word document.

Ans: Word give us a choice of several types of alignments.

• Left aligned text is displayed on the left margin of our document and is the default setting.
• Right aligned text is displayed on the right margin of the our document.
• Centered text is centered between the left and right margins.
• Justify text is displayed by aligning both the left and right margins.

2. What is format painter? Explain its use in brief.

Ans: Format Painter is used to quickly copy character and paragraph formatting from one bit of text to another. The Format painter works only if we already have some text formatted the way we like. We can use the Format Painter to format either one section or multiple sections of text.

To format one section of text with format painter.

1. Select the text that has the format we want to copy.
2. Click on the format painter button on the Home tab in the clipboard group.
3. Select the text you want to apply the desired format.

To format multiple section of text with format painter.

1. Select the text that has the format we want to copy.
2. Double Click on the format painter button on the Home tab in the clipboard group. This will now continuously format text that we highlight.
3. Keep selecting the text to apply the desired format.
4. Double click to turn of the feature.

3. How does the autocorrect feature work? Why you may need to customise the autocorrect options?

Autocorrect feature is useful to correct typographical errors and misspelt words.
The autocorrect feature automatically applies formatting styles to quotes, fractions, paragraphs, lists etc to customize the autocorrect and auto format options to change how Word correct and formats text as you type.
To access autocorrect dialog box, click the office button, click on word options button and select proofing section of the dialog box and click the option.

4. How one can get help on any topic in word 2007?

 Microsoft Office Word Help can be accessed by clicking on the small tool icon on the ribbon or pressing the the function key F1.
In the Help window, type a topic, command name or a question in the search text box and click on the magnify glass icon (search) to its right. Select the topic in the list and read the content.

You can browse the Table of contents directly below the Search field.

5. Match the following:

1. Ctrl + X : Move the selected text to the clipboard.
2. Ctrl + C : Copy the selected text to Clipboard.
3. Ctrl + S : Save the document. 
4. Ctrl + P : Print the document

Q.7.

1. List the various uses of Word 2007.

1. It allows greater speed and better efficiency in creating documents.
2. Typographical errors can be corrected and edited. Changes can be made before taking printout of the actual text on the screen.
3. Words and paragraphs can be moved to any place in the text and characters can be changed, inserted or deleted with few key strokes.
4. Spellings and grammar can be automatically checked.
5. The mechanism of writing and typing skills are carried out smoothly.

2. Write the salient features of Word 2007 as a word processor.

          The most distinguishing features of Word are:

• Maximum of eight documents can be edited simultaneously in different windows.
• Online tutorial system is built into the help system.
• Special format files standardize and simplify the process of laying out the appearance of the document.
• It allows the programmer to add, delete or modify contents very easily.
• It allows the user to  move through character, line or the entire screen.
• Changes can be made in the characters, words and lines or specified sections of the source code called blocks.

3. Briefly explain the main components of the Word 2007 window.

The main components of word are:

1. Title bar: Displays the name of the open document
2. Ribbon: It is the graphical user interface panel below the title bar, the basic components of the ribbon are : Tabs, Groups and commands.
3. Office Button: It contains a dropdown menu of the usual file related commands.
4. Quick access toolbar: It is customizable toolbar that contains a set of commands independent of the tab.
5. Text area: This the area where you can type your text.
6. Status bar: Contains page numbers, zoom controls, text layouts, language.

4. Explain the use of Find and Replace.  

• Find and Replace feature of Word 2007 greatly simplifies editing of text.
• We can use find and replace to search for text, footnotes, graphics etc.
• We can replace searched text automatically using replacing text facility in word 2007.
• One can also search or replace text in only a portion of a document.
• This feature can replace all occurrences of the text in the document.

5. How can the task of checking spellings, grammar and readability be accomplished.

1. Select the word or select a document to check for spelling.
2. Click on the review tab.
3. In proofing command group, click the spelling and grammar icon.
4. Word highlights the misspelled words and a list of correct word is displayed at the bottom.
5. Click the change button to change the word.

6. Explain how to insert a table in a Word document. Also, explain the table formatting commands.

Insert Table

1. Position the insertion point where we want to insert a table.
2. To create a table by selecting Insert Table grid on the insert tab .
3. Select table option in the table group. In the grid drag the mouse to highlight the desired number of rows and columns release the mouse button after getting the right number in the grid.
4. Word insert an empty table.

Table Formatting

1. In the Table Layout tab.
2. It shows the following groups :

               a.       Table : to select table, row, column, cell,

               b.      Rows and columns: to add and delete

               c.       Merge: to merge cells

               d.      Cell size: to change row size and columns height.

               e.      Alignment : to change text alignment.

               f.        Data: to sort data, to add formula in a cell.

       3.       Table Design tab helps to change the table style options, draw borders.